Damage report workflow - from submission to closure

A damage report goes through several stages. Each step is recorded, so you have a complete history of what happened and what decisions were made.

Stage 1: Submission

A team member creates a report with a description, photos, and severity assessment. From this point, the report is visible in Owner Panel -> Damage Reports with "Reported" status.

The platform automatically notifies the manager and owner about the new report - they'll get an email notification and an in-panel alert.

Stage 2: Review

The manager or owner opens the report and analyzes the situation:

• What's the actual scope of damage? Do the photos confirm the description?
• What's the estimated repair or replacement cost for the damaged item?
• Does responsibility lie with the client, or is it normal equipment wear and tear?

This is the crucial moment - a thorough assessment leads to a fair decision.

Stage 3: Decision

Based on the review, you make one of these decisions:

• In-house repair - minor damage, you fix it yourself. Often the quickest solution for cosmetic damage.
• Deposit deduction proposal - if the client paid a deposit, you can propose deducting an appropriate amount. Details in the deposit deduction article.
• Close without further action - when damage is insignificant, results from normal use, or responsibility can't be clearly assigned to a specific client.

Stage 4: Resolution

The report is marked as closed with a note about actions taken. The entire history - from submission, through review, to decision - remains available in the audit log for future reference.

Automatic platform reactions

The platform can automatically react to a damage report:

• Room block - for damage marked as "serious," the room can be automatically blocked so nobody books it in its damaged state. More in the room block article.
• Automatic tasks - if you have a task template configured for the "Damage reported" event, the appropriate task will be created automatically (e.g., a repair order for the technician).

Does the client see the damage report?

The client doesn't have direct access to the report in their panel. If you want to inform the client about the damage or discuss the situation, use messages on the platform. This way all communication stays in one place.